MEDICAL UNIVERSITY OF SOUTH
CAROLINA
FINANCE AND ADMINISTRATION
UNIVERSITY PURCHASING CARD PROGRAM
University
Purchasing Services
Purchasing Card Web Site Exam
Debbi Hinson,
Purchasing Card Administrator
Online
Purchasing Card Examination
"YOU MUST PASS THIS TEST TO BECOME CERTIFIED AND
OBTAIN A PURCHASING CARD"
PREREQUISITE TO
OBTAINING CERTIFICATION AND PURCHASING CARD: IF YOU HAVE
NOT READ THE MUSC CARDHOLDER MANUAL, PLEASE DO SO NOW.
P-CARD
PROGRAM CARDHOLDER MANUAL REMINDER: THE MANUAL CONTAINS THE LIST
OF NON- RESTRICTIVE AND RESTRICTIVE ITEMS THAT YOU CAN AND CAN NOT
PURCHASE USING THIS CARD. PLEASE REVIEW THIS SECTION
CAREFULLY. EVERYTHING YOU NEED TO KNOW ABOUT USING YOUR PURCHASING
CARD IS IN THE TRAINING MANUAL. THE P-CARD PROGRAM'S SUCCESS
DEPENDS ON APPROPRIATE USE BY CARDHOLDERS. HAVING A P-CARD
REQUIRES YOU TO BE FAMILIAR WITH THE MUSC UNIVERSITY AND STATE RULES OF
PROCEDURES REGARDING THE EXPENDITURE OF FUNDS. REMEMBER THAT
CARRYING A P-CARD IS A PRIVILEGE BASED ON TRUST.
Cardholder: A cardholder is
an employee of MUSC University who is approved by his/her Department
Head/Chairman to use the P-Card to execute purchase transactions on
behalf of the University. Employee is defined as any MUSC or affiliated
organization employee authorized by a Department Head/Chairman to
participate in this program. The cardholder’s name appears on the
P-card and is accountable for all charges and payments made with the
card. The P-card is a corporate charge card and will not affect the
cardholder’s personal credit.
Cardholder Liability: The P-Card is a University
credit card, which will not affect the Cardholder's personal credit.
However, it is the Cardholder's responsibility to ensure that his/her
P-Card is used within the stated guidelines of the University Purchasing
Card Policies and Procedures. Failure to comply with these policies and
procedures may result in revocation of the P-Card and disciplinary
measures against the Cardholder, in accordance with University policies.
The University may also hold employees fully responsible for all
unauthorized purchases and any other fees associated with those
purchases. It is the responsibility of the Cardholder to maintain
control and security for his/her P-Card. All precautions should be
used to maintain confidentiality of all information relating to his/her
P-Card, such as the Cardholder P-Card number and expiration date.
Fraudulent use of the P-Card, and lost or stolen P-Cards must be
reported immediately. P-Cards are assigned to individuals. They may not
be assigned to multiple users. P-Cards should not be loaned to any other
individual. The Cardholder is the only person authorized to use his/her
assigned P-Card and is responsible for all transactions.
Split Transactions:
Purchases must not be split to circumvent Procurement Card
limits! Multiple transactions to
the same vendor on the same day when the combined total of orders exceed
the Purchasing Card transaction limit of $2,500 is considered splitting
purchases. Whether the intention
is deliberate or an oversight, to do so on the same day to the same
vendor resulting in a combined total which exceeds the
Purchasing Card transaction limit of $2,500 is considered
splitting purchases. This is also a violation of the South Carolina Consolidated Procurement Code and will
create audit points against the Purchasing Card Program. Split
transaction violations will be addressed according policy and procedure
recommended by audit and defined in the Purchasing Card
Manual.
Disputes: The Cardholder is
responsible for resolving all discrepancies and disputes directly with
the vendor.
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CARDHOLDER EXAMINATION FOR CERTIFICATION
APPLICANTS - PLEASE FILL IN THE FOLLOWING
INFORMATION IN THE BOX BELOW PRIOR TO TAKING THE EXAMINATION:
PLEASE NOTE: FOR
SECURITY AND AUDIT PURPOSES, QUESTIONS 2, 3, 6, 7,
13, 16 AND 24 MUST BE ANSWERED CORRECTLY OR YOU AUTOMATICALLY FAIL THIS
EXAM EVEN THOUGH YOU MAY HAVE AN OVERALL PASSING SCORE. QUESTIONS
2, 3, 6, 7 13, 16 AND 24 ARE IN RED.
IMPORTANT: WITH THE
EXCEPTION OF QUESTIONS 2, 3, 6, 7, 13, 16 AND 24 WHICH MUST BE ANSWERED
CORRECTLY, YOU ARE ALLOWED TO ONLY MISS A TOTAL OF 6 QUESTIONS.
MAKE SURE YOU DO NOT SKIP ANY QUESTIONS. A SKIPPED QUESTION WILL COUNT
AS A WRONG ANSWER.
THIS PURCHASING CARD EXAMINATION
CERTIFICATION FORM WILL GO TO THE E-MAILBOX OF THE PURCHASING CARD
COORDINATOR. PLEASE WAIT FOR YOUR TEST RESULTS. IF YOU
PASS, YOU WILL BE CONTACTED BY EMAIL TO COME PICK UP YOUR CARD. GOOD
LUCK!
*Complete
Name
*Department Name
*E-mail address
*Telephone number where you can be
reached
* MUSC Street address and/or P.O. Box
*Physical location where you receive
mail
i.e., building name and room number
ANSWER THE FOLLOWING
QUESTIONS:
1. When you sign the Cardholder
Agreement, the following action may occur if you misuse or abuse your
cardholder privileges?
a. Disciplinary action may be taken up to and including
dismissal
b. You will be required to reimburse
the MUSC department
c. You may lose your P-Card
privileges
d. All of the above are possible
*2*. In an emergency, you
may loan your card or account number to another
employee?
a. true
b. false
*3*. When you discover your P-card
is lost or stolen, who do you call
FIRST?
a. Department
Liaison
b. Issuing Bank
(BankofAmerica)
c.
Ghostbusters
d. MUSC P-Card
Administrator
4. After you’ve made your
initial call regarding your lost or stolen P-card , who is the NEXT
person to call?
a. Department Liaison and MUSC
P-Card Administrator
b. Issuing
Bank
c. Police
d. Department Head or
Chairman
5. When you report a lost or stolen card to
Bank of America, what should you say when the bank offers to issue you a
new card?
a. Sure, and
please increase my transaction limit to $25,000
b. Yes, please send it to my P-Card
Administrator
c. Um, may I call you back on
that?
*6*. When leaving MUSC
employment, who should you contact regarding your
P-card?
a. Department Liaison
b. Accounts
Payable
c. What! I can't take the
P-card with me?
d. Department
Head/Chairman
*7*. Hooray! You passed your
certification and have received your P-card! Now....who can use
it?
a. Department
Head/Chairman
b.
Department Liaison
c. My
friend down the hall
d. Can't fool me -
I'm the ONLY one!
8. To keep my P-card number
handy, it is advisable to tape it to my telephone?
a.
True
b. False
9. You have placed an order
with a vendor today when you realize you need to order additional
items from the same vendor but the total will exceed the $2,500
transaction limit. Should you go ahead and use the card again
today and order the additional items from this
vendor?
a. Yes, sure, why not,
after all, each transaction is under $2,500.
b. No, definitely not - multiple transactions
to a vendor on the same day are considered splitting purchases that will
circumvent the South Carolina Consolidated Procurement
Code.
10.You need to buy some office
supplies. Which of the following are important items to consider
BEFORE making the purchase?
a. Check State
contract pricing
b. Latest Sunday newspaper
advertisement
c. Paper products have recycle
content
d. Know your single transaction limit
11. You went to make a
purchase and your P-card was declined. How could this
happen?
a. You have exceeded
your monthly credit limit
b.You have
exceeded your single transaction limit
c.You are trying to purchase
from a prohibited vendor (tsk, tsk!)
d.Oops! Did you forget your card was
closed?
e. All of the above
12.For each item, select the
appropriate category. (Go ahead and assume that all items are less
than your P-card's single transaction
limit)
Yes No
12a. Florists are allowable
12b. Books are allowable
12c. Journal/Magazine Subscriptions are allowable
12d.
Memberships are allowable
12e.
Computer Memory is allowable
12f. Stamps are
allowable
12g. Personal Items are allowable
12h. Coffee supplies are
allowable for the office
12i. Furniture is allowable
12j. Radioactive Materials
are allowable
12k. Air travel for non-MUSC Employees is
allowable
*13*. Rats! I bought
the wrong toner for our laser printer. When I went to return it, the
sales clerk offered to give me cash credit. What should I
do?
a.
Take the money and run
b. Ask for store credit instead
c. Tell the clerk to put the credit on
your personal credit card
d. Request the credit be applied to your
P-card
14. I have talked to the
vendor representative about a product return to no avail. What can
I do?
a. Ask to speak to
the CEO of the company
b.
Contact your department liaison
c. Fill out a
dispute form
d. All of the above
15. We just finished a huge
project. It is time to celebrate. Can you use your P-card to
purchase alcoholic beverages for the party?
a. Sure, why not!
b. Absolutely not, are you kidding!
*16*. Which of the following commodity purchases require
documentation attached to your P-card document control
form?
a. Research supplies
b. Repairs
c. Registration
d. Airline tickets for employee
travel
e. All of the above
17.I just moved into a new office
and need to order some stuff. What can I buy with my
P-card?
a. Frames for my
diplomas
b. Clock for my
desk
c. Cappuccino Machine
d. Food for a
party
e. None of the above
18.Oh good, that rush order of
formaldehyde just came in. I don't have to worry about. .
.?
a. Keeping the
packing boxes until I know the product is what I ordered and is usable
b. Making note of the date the
product was received
c. Forwarding invoice to Accounts
Payable for payment
d. Ensure I received packing slip, sales receipt
or other approved documentation to attach to the document control
form
19.Within what time frame MUST any
purchase documentation (example: original receipt or document control
form) be turned into your department liaison?
a. 30 days after opening the package
b. When the department liaison asks
for it
c. When I unearth it from my desk
d. In advance of the billing cut off date, 27th of each
month
20. The vendor federal
identification number or FEIN needs to be noted on the receipt so the
department liaison can process the P-card
payment?
True
False
21. Alright! Can I order a
book I found on-line?
True
False
22.What should I do? I need
to buy something and I am not sure if it is allowable on the
P-card
a. Buy it
anyway and see if anyone notices
b.
Buy it and document why I needed it
c. Check the
P-card Manual, Visit the Procurement Website P-card Program web page or
ask department liaison
23. When placing an order, the
vendor should only charge the P-card once the product has
shipped?
True
False
*24*. Cardholders MUST
obtain sales slips, register receipts, packing slips or other approved
documentation of purchase?
a. True
b. False
25. Using your exceptional powers
of observation, identify what crucial information is missing from the
register receipt below.
a. Date of purchase
b.
Vendor name and address
c. Complete product
description
d. Each item's cost
LISA' S Deals
Telephone: (555)
555-5555
1234 Pleasant Valley Lane
Clarksville, PA
000001
October 10, 1999
18:15
0791065 BTU 10.95
1 @ 10.95
7234944157277
SKU10109
$ 24.89
1(4) Pk @ 24.89
78325A6M30 VICKID7
$ 19.98
2 @ 9.99
054007167365 MRLW1005
$
89.67
1 @ 89.67
SUBTOTAL
$ 145.49
TAX FL 6.750 0.0
TOTAL
$ 145.49
Credit Card 145.49
Auth Code
381092
Change Due OD
.00
Fed ID #444444-044
Thank you for shopping
with us
Lisa's Deals,
Inc.
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